IJM Recruiting – Hiring Manager checklist

So, you're a hiring manager. Congratulations!

Here are the responsibilities can expect to have in this role:

• Create and edit positions on your team in Workday
• Keep in regular communication with your recruiter
• Write job descriptions and success profiles
• Screen applicants, and work with your recruiter to determine who to advance to the interview stage
• Participate in the debrief meetings to determine which candidate to hire
• Lead your team in welcoming new colleagues

The first step is to begin the job-creating process in Workday. Find the Hiring worklet in work day and follow these instructions. 

Source

Before creating a position, determine if the position should be edited or created.

Edit an open position if only the job description is changing, not the level of the job. Use the "edit position restrictions" task in Workday and refer to this document.

Create a new position if the focus or management level of the job is changing, or it’s being divided into two or more positions.

How to Create a New Position From the Hiring worklet:

1. Click the Create Position link.

2. Read ALL the instructional text provided.

3. Select the Supervisory Organization for this position.

4. Click OK.

5. Complete the following fields (all are required):

• Position request reason (see sidebar)

• Job Posting Title (the position title)

• Number of Positions (usually 1)

• Availability Date (usually today’s date; allows the position to be available in the system)

• Earliest Hire Date (date for which you have funding to pay the employee)

• Do not check No Job Restrictions

• Job Family (choose from drop down options)

• Job Profile (choose from drop down options; search for “IJM Job Catalog” in Workday for information on what each job profile is. )

• Skip Job Description Summary

• Job Description (see the instructions on the screen to determine what needs to be included in this box)

• Location

• Time Type (full time or part time)

• Worker Type (Employee or Contingent Worker - i.e. I/F)

• Worker Sub-type (Expatriate, Regular, Temporary, etc.)

• Skip Critical Job and Difficult to Fill

• Comments – please provide information regarding why the position is needed, funding for this position, and an end date if it’s a temporary position.

Refer to the Workday resource site in SharePoint for more.

Download the templates for the Job Description and Success Profile. Follow these instructions:

Once your Job Description and Success profile have been approved and the job is posted online, it's time to get some qualified candidates!

Email your team, and ask them for referrals. Remember, there's a $150 referral bonus!

Here's an email template you can use to email your team.

...And here are some tips for talking about your work with others. 

All jobs will be sent out in a Job Alert email to our talent pools.

Refer to the Recruit page for more ways to get the word out about your position. 

Set up a meeting with your recruiter to make sure they understand exactly what the role entails, and mention any leads from your team. 

Want to see how our recruitment marketing efforts are going? View our weekly recruiting analytics dashboard.

Log into your icims portal. It should be set up as a module on your single sign-on Okta account. (If it's not, then send in a freshdesk ticket).

Once you're logged in, you can see your open jobs, review new applications, and look through candidates that your recruiter has marked for your review.

You are able to move candidates from one bin to another; when you do so, please be sure to document reasons for your decisions, so that you and your recruiter are on the same page. 

Click on the job  you'd like to screen for. The list of candidates will show up, organized by Bin and Status. Find the Bin: Hiring Manager Review, and click the down arrow to show "Status: To review." 

Click on the candidate's name to review their cover letter, resume, and statement of faith. Your goal is to find a candidate that you'd like to interview by phone. 

After reviewing a candidate, click Advance > Ask Recruiter to schedule phone interview

After you have the phone interview, return to the candidates profile in icims and click Advance>Phone Interview Complete

Add your notes from the interview. If you want to advance, indicate in the notes so your recruiter knows.

If you don't want to move forward with the candidate, click Advance > Ask Recruiter to reject.

(We know, it's confusing to click Advance, when you're actually asking to Reject them. But we want the recruiters to be the main Point of Contact for rejections.)

Once you have identified candidates to bring in for a full round of interviews, coordinate with the Recruiting Coordinator to find an interview date that works for the schedule of the whole interview team, as well as the candidate.

Try to make your interview a priority, since you cannot hire someone without making time to interview them. 

In preparation for your interview, you will receive an interview packet that includes:

• Job Description + Success profile for the job
• The candidates resume
• The date & time of your interview
• The points of the Success Profile that you will be asked to report on during the debrief
• A list of illegal interview questions

To prepare yourself, consider reviewing these resources. 

Once the interviews are complete, the interview team will debrief. All interview team members will share their feedback, and then leave the room for the Hiring Manager and Recruiter to make a deliberation. 

Once you have hired a new employee, welcome them to your team!

Follow the instructions on the HR: Onboarding site to

• Ensure your hire has a place to sit + equipment
• Decorate their desk!
• Schedule trainings (finance, admin, GTS, etc.)
• Submit a request for new IT user
• Send your hire a list of housing realtors
• Send your hire a list of churches in the area
• ... anything else you can think of to make them feel welcome